Imagine an employee asks their manager for a simple change: they would like to receive the written agenda for upcoming meetings a day ahead of time.
This extra time allows them to prepare their thoughts, organize their answers, and consider any questions they may have. For some employees, especially those who are neurodivergent, having information ahead of time can make the difference between being able to fully participate in a meeting and feeling overwhelmed or unable to contribute.
Now imagine that request is met with resistance.
The manager or coworkers might wonder why the employee needs the information ahead of time. They might see it as an unnecessary extra step. They might say that everyone else manages to participate in meetings without receiving the questions beforehand, so why should one person need something different?
This is where accessibility starts with reflection.
When an employee asks for an accommodation, it can be easy to focus on how the request changes the way things are normally done. Instead, employers and leaders should take a moment to consider why the employee is asking for that change and what barrier it could help remove.
An accommodation is not about giving someone an unfair advantage. It is about removing a barrier that is preventing an employee from participating fully in the workplace.
And sometimes, the accommodations that benefit one employee can actually make things better for everyone.
Take the example of sending meeting topics and questions in advance. While this might be an accommodation for one employee, it can also help the entire team prepare more effectively. Writing down the purpose of a meeting and the questions that need to be addressed can help leaders organize their thoughts and create a clearer agenda.
It might even reveal that some topics do not need to be discussed in a meeting at all. Perhaps a question could be answered through email, or some information could be shared ahead of time so that valuable meeting time can be spent on discussion and problem-solving instead.
A small change can create a more focused meeting, save time, improve communication, and make it easier for everyone to participate.
This is an important part of creating an accessible workplace. Accessibility is not always about large or complicated changes. Sometimes, it is about being willing to listen when an employee says, “This would help me.”
Leaders do not need to personally understand every accommodation request to take it seriously. They do need to be willing to listen, ask questions, and work with employees to identify solutions.
When an employee asks for a different way of communicating, participating, or completing a task, consider the barrier before considering the inconvenience.
Ask yourself:
- What is preventing this employee from participating fully?
- Is there a simple change that could remove that barrier?
- Could this change benefit other employees too?
- Am I prioritizing the way we have always done things over what actually works?
Refusing to accommodate can hurt both employees and organizations. It can contribute to stress, disengagement, and ultimately employees leaving workplaces where they do not feel supported.
Leaders often ask why they are struggling to retain employees. Sometimes, the answer starts with something surprisingly simple: they were not listening.
Creating an accessible workplace means being willing to listen when employees tell us what they need, being open to doing things differently, and recognizing that removing barriers benefits everyone.
Here are some tips to pay attention to as a leader in your workplace:
- Provide information and questions for a meeting at least a day before! This helps your employees who need it, and the team as a whole stay focused on the tasks at hand.
- Invite everyone to speak, and for those who don’t, ask for their opinion in another way, like through email or one-on-one. Not everyone is comfortable speaking in front of a group, but their opinions and ideas are just as important as those who can.
- Listen when an employee tells you what they need. You may not always understand why someone needs a particular accommodation, but you do not have to personally experience a barrier to take it seriously. Instead of questioning whether a request is necessary, ask how you can help make the workplace more accessible and supportive.
- Look for flexible ways of working. Not every employee works best in the same way, and that is okay. Consider offering different ways to participate, communicate, and complete tasks when possible. A small change, like allowing someone to contribute in writing instead of speaking during a meeting, can make a significant difference without negatively affecting the rest of the team.
- Create a culture where asking for support is safe. Employees should not feel like they are being difficult, inconvenient, or burdensome when they ask for an accommodation. When leaders respond with openness and respect, employees are more likely to communicate what they need before a barrier becomes a larger problem. Accessibility is not just about having policies in place. It is about creating a workplace where people feel comfortable using them.
Want to learn more about supporting your employees and creating a safe workplace culture? Download these tip sheets: Accommodations at Work, or Psychological Health and Safety at Work. Or, check out our Resource Hub where you can find these tip sheets and many other resources for employers and employees.